PROJECT MANAGEMENT PLAN <Template>

<Project Name>
<Branch>

National Project Management System

Business Projects-IT-Enabled
Planning Phase

<Project Name> Project Management Plan

Instructions
Document Purpose
The Project Management Plan defines the project objective and scope as well as how it is executed,
monitored, and controlled during the Delivery Stage.

Who Produces This Document

The assigned Project Manager produces the Project Management Plan in collaboration with the project team
members and in consultation with the functional organizations involved in the managerial and technical
processes described herein.

Using this Template

<To create a Project Management Plan from this template, simply:

1. Replace the title on the cover page with the name of your project and the organization
information.
2. Replace the <italicized text> in the document header with your project name and information.
3. Save your document with a filename that is in accordance with current Branch document
naming standards.
4. Update the filename in the document footer by right-clicking and selecting edit footer.
5. Complete the entire template. Each section contains abbreviated instructions, shown in
italics, which can be removed once your document is finalized. Tables are also provided as a
suggested layout for some of the information required.
6. Update the table of contents by right-clicking and selecting Update Field, then update entire
table.
7. Note: Replace all the text between the less than/greater than symbols <> with project
specific statements.
8. Update all automatic fields (e.g. last save date and filename on title page, table of contents,
filename in footer) by placing the cursor on the fields and pressing F9.
9. Delete this page when the Project Management Plan is complete.>

NPMS Business Projects-IT-Enabled

<Project Name> Project Management Plan

Revision History

Version
Number

Description

Date Modified

Author

1.0

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Authority Signatures
The Project Lead (Business Side) and the Project Manager agree to deliver the Delivery Stage of this
project in accordance with this Project Management Plan and amend it periodically as project
parameters change.

Prepared by:
(PWGSC) Signature

Prepared by:
(PWGSC) Signature

Please print:
Name

Position

Please print:
Name

Date

Project
Analyst

Date

Recommended by:
(PWGSC)

Signature

Please print:
Name

Title

Date

Approved by:
(See NPMS procedures for approval Body)
(PWGSC)

Signature

Please print:
Name

NPMS Business Projects-IT-Enabled

Title

Date

<Project Name> Project Management Plan

Table of Contents
1

Executive Summary.................................................................................................... 5

Integration Management ........................................................................................... 5

2.1 Project Governance and Project Team Structure ............................................................... 5
2.2 Roles and Responsibilities................................................................................................... 5
2.3 Change Management .......................................................................................................... 6
2.3.1 Change Control ............................................................................................................. 6
2.3.2 Issue Management ....................................................................................................... 6
2.4 Project Close Out ................................................................................................................ 6

Scope Management ................................................................................................... 6

3.1 Scope Statement ................................................................................................................. 7
3.2 Requirements Management ............................................................................................... 7
3.3 Project Deliverables ............................................................................................................ 7
3.3.1 Work Activities ............................................................................................................. 7
3.3.2 Requirements Control .................................................................................................. 7
3.3.3 Constraints ................................................................................................................... 7
3.3.4 Assumptions ................................................................................................................. 8
3.3.5 Stakeholders ................................................................................................................. 8

Schedule Management .............................................................................................. 8

4.1 Milestones........................................................................................................................... 8
4.2 Schedule Control ................................................................................................................. 8

Cost Management...................................................................................................... 8
5.1.1
5.1.2
5.1.3

Estimation..................................................................................................................... 9
Budget Allocation ......................................................................................................... 9
Budget Control ............................................................................................................. 9

Quality Management ................................................................................................. 9

6.1 Quality Assurance ............................................................................................................... 9
6.2 Quality Control .................................................................................................................. 10

Human Resource Management ................................................................................ 10

7.1
7.1

Human Resources Acquisition ............................................................................. 10

Human Resources Development ......................................................................... 10
Communications Management................................................................................. 10

8.1 Stakeholder Analysis ......................................................................................................... 10

8.2 Project Reporting and Communication ............................................................................ 10
8.3 Metrics Collection ............................................................................................................. 11
9

Risk Management .................................................................................................... 11

10

Procurement Management ...................................................................................... 11

11

Information Management ........................................................................................ 12

12

References............................................................................................................... 13

NPMS Business Projects-IT-Enabled

<Project Name> Project Management Plan

Executive Summary

<Describe the key issues driving the project. Clearly demonstrate the problem/opportunity and how resolution
of this problem/opportunity provides best value, while meeting investment plan, business, technical or
legal/political/regulatory objectives. Summarize the results of the Project Identification Stage (e.g. feasibility
assessment and business case). Summarize the solution selected from the Business Case. Define the objectives
of the project and the intended business results. Define quantitative and measurable objectives that can be
used as criteria by which key stakeholders will judge the success of the project. Some of this information can be
extracted from the Project Charter.>

Integration Management

<Integration Management includes all of the processes required to unify, coordinate and manage all project
elements to completion. Integration Management crosses all phases of projects and includes change
management, execution, control and close out. Briefly describe how this will be accomplished.>

2.1

Project Governance and Project Team Structure

<Describe the organizational boundaries between the project and external entities. Define and describe
communication with senior management, customers, subcontractors, purchasing, sales, marketing, legal,
finance, procurement, installation and support organizations, standards or certification bodies, auditors,
manufacturing, and the like.
Using a diagram, illustrate corporate governance bodies that may be involved in the approval process and
describe their roles and responsibilities in section 2.2. Illustrate the project team structure and relationships in a
style adapted to the project size and complexity (e.g. for small projects, the names of the team members can be
included; for larger projects, the organizational chart should name the groups or entities that form the project
team).
The diagram below illustrates an example.>
Corporate / Programme
Committee

Project Steering Committee

Senior User

Executive / Sponsor

Senior Supplier

Project Manager

Project Management Team

2.2

Team Leader 1

Team Leader 2

User Group

Subject Matter
Experts (SMEs)

Roles and Responsibilities

<List the major roles identified in the project team structure diagram as well as internal and external project
stakeholders who are not specifically members of the project team. Describe their relevance to the project and

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their degree of interaction for specific project activities.>

2.3

Change Management

<Describe how change will be managed throughout the Delivery Stage of this project. This should include
Change Management processes, roles and responsibilities, tools and techniques and reporting.>

2.3.1

Change Control

<Describe the Change Control process that will be used including:

Change governance

Change identification and request management

Impact analysis

Change approval process

Change tracking>

2.3.2

Issue Management

<Specify the process to capture and maintain information on all issues. Describe how the issues are classified
and prioritized based on the assessment of their impact. Define the escalation process that is applied when an
issue cannot be resolved at the level where it was identified. Information on the Integrated Change Control
process can be found in the NPMS Integration Management Knowledge Area.>

2.4

Project Close Out

<Include the plans necessary to ensure orderly close out of the project. Items in the close out plan should
include a staff reassignment plan, a plan for archiving project materials, a plan for post-mortem debriefings of
project personnel, and preparation of a final report to include lessons learned and analysis of project objectives
achieved.>

Scope Management

<Describe how scope will be managed throughout the Delivery Stage of this project. This could include
information on specific Scope Management processes such as scope verification and control, development of
work breakdown structure, roles and responsibilities, tools and techniques and reporting.>

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3.1

Scope Statement

< Provide a scope statement, including what is within and what is not within scope; that is, the scope of the
project needed to meet the stated objective. It is important to keep in mind that scope includes the
requirements for both the product scope (the features and functions of a product or service) and project scope
(the work required to deliver the product). Information on Scope Management can be found in the NPMS Scope
Management Knowledge Area.>
Activities In Scope

3.2

Activities Out of Scope

Requirements Management

<Requirements will feed into the details of the project and product scope. Describe how requirements will be
gathered, detailed, validated, controlled and managed. Also include tools and processes that will be used, such
as requirements mapping.>

3.3

Project Deliverables

<List the major items to be delivered to the customers, subcontractors, integrators, or other parties. As
appropriate, list the deliverables, their recipients, interim and final delivery dates, and delivery method. A table
like the one below is a good way to show this information.
The list should differentiate the project management deliverables (e.g. project schedule, communication plan,
progress report, etc.) from the project deliverables (e.g. system, database, telecommunication equipment,
system and user documentation, etc.). Commonly used deliverables in Business Projects-IT-Enabled projects can
be found in the document List of Project Deliverables.>
Deliverable

3.3.1

Recipients

Delivery Date

Delivery Method

Work Activities

<Specify the various work activities to be performed in the project. A Work Breakdown Structure should be
used to depict the work activities and the relationships among work activities.>

3.3.2

Requirements Control

<Specify the mechanisms for measuring, reporting, and controlling changes to the product requirements.
Describe how to assess the impact of requirement changes on product scope and quality, and on project
schedule, budget, resources, and risk factors. If a separate Change Control process is being followed, refer to it
here. Information on requirements control can be found in NPMS Scope Management Knowledge Area.>

3.3.3

Constraints

<Constraints or restrictions limit or place conditions on the project, especially those associated with the project
scope (e.g. a hard deadline, a predetermined budget, a set milestone, contract provisions, privacy or security
considerations, etc.)>

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3.3.4

Assumptions

<Assumptions are factors that for planning purposes are considered to be true, real or certain. These
assumptions will be validated during the planning process in the Delivery Stage.>

3.3.5

Stakeholders

<Identify the individuals or organizations (e.g. customer, sponsor, performing organization or the public) that
are actively involved in the project, or whose interests may be positively or negatively affected by execution or
completion of the project. (PMBOK) This is a preliminary estimate.>

Schedule Management

<Describe how time will be managed throughout the Delivery Stage of this project. This should include
processes that will be used to develop the schedule, roles and responsibilities, tools and techniques and
reporting.>

4.1

Milestones

<Identify the significant milestones in the project (phases, stages, decision gates, approval of a deliverable,
etc.). This can also represent a high-level project schedule.>
Description

4.2

Forecast Date

Gate / Approval

Schedule Control

<Specify the control mechanisms that will be used to measure the progress of the work completed at
milestones. Specify the methods and tools used to compare actual schedule performance to planned
performance and to implement corrective action when actual performance deviates from planned or required
performance. A project schedule in the form of a Gantt chart should be created, preferably in a project tracking
tool. Describe how and when schedules will be modified and how agreement and commitment to the revised
schedules will be achieved. Information on Schedule Control can be found in the NPMS Time Management
Knowledge Area>

Cost Management

<Describe how cost will be managed throughout the Delivery Stage of this project. This should include
processes that will be used to develop the budget, roles and responsibilities, tools and techniques and
reporting.>

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5.1.1

Estimation

<Describes how project estimates will be prepared, including:

The methods, tools, and techniques that will be used to estimate project size, effort, cost, schedule,
and critical computer resource requirements.

The timing of the estimates.

Who will participate in the estimation process.

How the estimates will be documented, reviewed, and reported.

You can include the actual estimates in this section or they can be stored elsewhere. For each estimate made,
document the estimation method used, the assumptions made, and the confidence level for the estimate.
Describe the rationale behind contingency buffers incorporated into estimates. Specify the methods to be used
periodically to re-estimate the cost, time, and resources needed to complete the project.>

5.1.2

Budget Allocation

<Provide a detailed breakdown of necessary resource budgets for each of the major work activities in the work
breakdown structure. The activity budget should include the estimated cost for activity personnel and may
include, as appropriate, costs for factors such as travel, meetings, computing resources, tools, special testing
and simulation facilities, and administrative support. A separate line item should be provided for each type of
resource in each activity budget. The work activity budget may be developed using a spreadsheet and
presented in tabular form.>

5.1.3

Budget Control

<Specify the control mechanisms to be used to measure the cost of work completed, compare planned cost to
budgeted cost, and implement corrective action when actual cost does not conform to budgeted cost. The
budget control plan should specify the intervals at which cost reporting will be done and the methods and tools
that will be used to manage the budget. The budget plan should include frequent milestones that can be
assessed for achievement using objective indicators to assess the scope and quality of work products completed
at those milestones.Information on budget control can be found in NPMS Cost Management Knowledge Area.>

Quality Management

<Quality Management includes Quality Planning, Quality Assurance, Quality Control and Continuous
Improvement. Describe how quality will be managed throughout the delivery stage of this project to ensure
quality of deliverables. This should include processes that will be used during Quality Planning, the definition of
Quality Standards, governance, roles and responsibilities, tools and techniques, continuous improvement and
reporting.>

6.1

Quality Assurance

<Quality Assurance activities monitor and verify the effectiveness of processes used to manage and create the
deliverables. Describe how quality assurance will be managed including governance, roles and responsibilities,
tools and techniques and reporting. Information on quality assurance can be found in the NPMS Quality
Management Knowledge Area.>

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6.2

Quality Control

<Specify the mechanisms to be used to measure and control the quality of the work products. Quality control
mechanisms may include verification and validation, peer reviews, design reviews, product testing etc.
Information on quality control can be found in NPMS Quality Management KnowledgeArea .>

Human Resource Management

<Describe how human resources will be managed throughout the delivery stage of this project. This should
include how resource requirements will be determined, how resources will be acquired, how they will be
developed and managed, roles and responsibilities, tools and techniques and reporting. HR management also
includes team building and rewards and recognition.>

7.1

Human Resources Acquisition

<Specify the number of human resources needed by skill area or project role, along with required skill levels,
and the duration for which each resource is needed. Describe the anticipated resource profile (the mix of skills
and effort levels needed at various times in the project), when people will be added to the project or depart
from it, and how new team members will be oriented. Specify the sources of resources such as internal from
your branch, internal from another branch within your organization, hiring of a new employee, or hiring of
contractors. Document the following information in this section:

Available internal candidates, their skill sets, and dates of availability

Requirements for external candidates, including job classifications and descriptions

Selection of candidates and assignments to tasks

Availability and duration of assignment for all candidates

Information on Human Resources Management can be found in the NPMS Human Resources Management
Knowledge Area.>

7.2

Human Resources Development

<Describe how human resources will be developed to ensure that they have the required skills and knowledge
to complete project deliverables. Development usually includes project specific training but may include
knowledge sharing, job shadowing and mentoring.>

Communications Management

<Describe how communications will be managed throughout the Delivery Stage of this project. This should
include processes that will be used to plan communications, identify and manage stakeholders, determine
communication requirements, roles and responsibilities, tools and techniques.>

8.1

Stakeholder Analysis

<Describe the process used to identify stakeholders, how they will impact and be impacted by the project. A
stakeholder analysis will feed into a Stakeholder Management Plan.>
Stakeholder Name

8.2

How they will impact

the project

How they will be impacted

Communication Requirements
by the project

Project Reporting and Communication

<Identify the regular reports and communications expected of the project, such as weekly status reports,
regular reviews, and as-needed communication. The exact types of communication vary between groups, but it
is useful to identify the planned means at the start of the project. Specify the reporting mechanisms, report
contents, and information flows used to communicate the status of requirements, schedule, budget, quality,
risks, and other status indicators both within the project and to external stakeholders. A table such as the one
below is a convenient way to describe the communication expectations.
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<Project Name> Project Management Plan

Type of Communication

Communication
Schedule

Communication
Mechanism

Initiator

Recipient

<Status Report>

<every Friday>

<team meeting>

<Project Manager>

<Project Team>

Information on project communication can be found in NPMS Communication Management Knowledge Area.>

8.3

Metrics Collection

<Specify the methods, tools, and techniques used to collect and retain project metrics required to report on the
project performance. The metrics to be collected, the collection frequency, and how the metrics will be
validated, analyzed, reported, stored, and used should all be addressed.>

Risk Management

<Specify the plan for identifying, analyzing, and prioritizing project risks. It should describe the procedures for
contingency planning and the methods used in tracking risks, evaluating changes in individual risk exposures,
and responding to those changes. Include a plan for ongoing risk identification throughout the projects life
cycle. Document the risks in a separate risk register. A large project should create a separate risk management
plan. Identify the risk management tasks to be performed, the risk OPI (Office of Primary Interest), and the
target date for completion of each task. Estimate the percentage of project effort or the number of hours
planned for risk management activities. Incorporate risk management tasks into the project schedule and
budget.
Information on Risk Management can be found in NPMS Risk Management Knowledge Area.
Risk Log Template is available in MS-Excel format .>

10

Procurement Management

<<Describe how procurement will be managed throughout the delivery stage of this project. This should
include specific departmental procedures and processes that will be used to develop procurement plans,
solicitations, purchase, control the contract and manage vendors.>
Information on procurement management and related processes can be found in the NPMS Procurement
Management Knowledge Area.>

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<Project Name> Project Management Plan

11

Information Management

<Describe how the principles of Information Management will be applied to this project. Describe standards,
processes and tools that will be utilized to ensure efficient management of information assets.
Information on procurement management and related processes can be found in the following documents:
NPMS Information Management Knowledge Area
Information Management Plan Template>

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<Project Name> Project Management Plan

12
The

References
following

Appendix

documents

are

Document Name

attached

to

this

Project

Plan

for

immediate

E-DRM # /Version

reference.
Date

A
B
C
Etc

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